Council - Regular Meeting

I'm just the screen. Thank you very much.

You're welcome. Open meeting April 8th, 6:30 p.m. The meeting to order. Roll call. Scott Huber here. Matti

here. Jeff Bendle here. Shane Light here. Randy Johnson here. Please rise for the flag of the United States of America and to the republic for it stands. One nation under God, indivisible, with liberty and justice for all. public input. We have Brian Hollstead. Um I I got to apologize because the other day I kind of blocked up a lot of the ministry. I was trying to load the trailer. my fault. I didn't hear the church crowd. So that was my bad and I apologize. But that brought into a letter coming from you guys about some other stuff. But then that kind of brought up another situation that I guess I'm asking if we can figure out if I can get a loading zone in front of my door in front of my building like 20 minute type park because every it doesn't happen very often but I get blocked and one of the situations I got in the letter was I drove up I walk behind SK down the sidewalk you pick a piece of equipment up stick it out because that Saturday the church was having a funeral. Well, it's kind of hard walking to a funeral to get a car. So that and it's just the evolving of my business is not open yet to the public because I don't have the building ready yet, but it's evolving to needing maybe

that situation. So we don't have a constant problem. I usually try not to come in. I either come in at like 5:00 on Sunday mornings to feed the church crowd or I wait until everybody's out. Saturdays I usually wait till noon. She only works like one day a month. Hairdresser, she's usually gone by noon. The computer store that's next to me, they're they're closed at noon, so it's not usually not ever an issue at that time, but it's became an issue. So um that's the that's my main thing I was asking for. So that

can I ask a clarifying question for 30 minutes? Are you asking for the council to consider a loading zone permit for you during a construction permit like for your remodel? Is that what you're asking? No, this would be more for bringing cans in and out. I do I a year ago when I was cleaning out a lot of the building and parking trailers. There was an issue. You sent me a text. I said, "Hey, do I need to get a permit? Do I need to get something?" At that time, Mary Fence had come down. I looked at what I was doing and I'm like, you know, yeah, I was moving a bunch of equipment in and two boards out, which that's pretty much over. All I have left to do is some cement network, which would have a truck back in with rocks, put it into this bucket of walk, take it to the middle of the building, dump it. Shouldn't take, you know, a couple days of that. A couple afternoons probably on the weekend because that's when I worked on it. cement truck for you know two hours or whatever it would take to lay out three three yards of concrete. So I don't and then yes to bring that subject up come hopefully September into August first September I'd like to start tuck point so yes I would like to have you know park my boom truck there overnight probably wouldn't leave it all week I would just wouldn't work like if I work on a Friday night Saturday

your three minutes is up I'm sorry okay I would encourage you to finish completing your form so that the city is clear what your request actually is and I believe did you share with him the citizen form that I handed you? I did you get a form? Yeah, I asked I asked for this form or asked to get so it was more of an agenda item and then you told me no meaning before someone can't just say they want to be on an agenda without sharing what it is that you would like to be on the agenda about. because it sounds like multiple things.

Well, the other thing when I called I didn't get the letter. So, I mean the letter could be handled. I pretty much felt the letters, but I did ask for this. I did ask for this on Monday when I called to get on to this, right? So, on Monday, you can't get on to an agenda because the agendas have to be posted. Typically, they're posted by Monday. It was two weeks ago.

Okay. So, I believe that you weren't placed on the agenda yet because I'm not really sure what it is that you're asking. It sounds like there's multiple things that you're that you're requesting. So, I would ask that you complete the the form completely in terms of what your request is so that I can get that to the council and then I think the mayor and the council will determine if if you'll be placed on the agenda. Okay.

Because your parking I don't know if it's permanent. I don't know if you're requesting temporary while you're doing construction. Are you asking that a large semi be down there? There's a lot of things that I need to to probably clarify. Okay. Okay. So, why was that happen to me two weeks ago? Do we have any changes to the consent agenda? Was he the only we went on public input? Just to clarify,

that was the only one. Okay. If there are no suggested changes to the consent agenda, do I have a motion to approve the agenda? I'll make a motion to approve a second. Those in favor? Yes. Johnson? Yes. Yes. Yes.

Yes. Yes. I have a motion to open the public hearing for chapter 151, building code. I'll make a motion to open public hearing number one on chapter 155, the building code. I'll second. Yes. Vendle. Yes. Yes. Johnson. Yes. Hubert.

Yes. We have no public input for building. So, the city has not received any public input via email or phone regarding ordinance number 1511, which is an ordinance amending the 2013 code of ordinances of the city of Urbana, Ottawa by amending provisions pertaining to building codes. As you would see, the update to this ordinance is updating to the newer edition of the building code. Any discussion?

Any public? No public input. I have a motion to close public hearing for chapter 151. Make a motion to close the public hearing number one on chapter 155 one building code. I'll second. All those in favor of closing the public hearing.

I do. I have a motion to open public hearing on proposed vacation of South East Washington Avenue right away at 103 M Street. Motion to open public hearing on proposed vacation of Southeast Washington Avenue right away. Second.

We have take a vote on that.

64. Did you open at 6:40? Yes. Yes. Huber. Yes. Baski. Yes. Light. Yes. Johnson. Yes.

We have one speaker for the public hearing. Keaton Parker. Um, just want to kind of state some stuff for that alleyway. That's the one directly I guess is one on the back side. There is no one to close down the gravel currently going in between off basically for center point that meets that alleyway. Correct. Um, are you saying to close and vacate to close all the alleys around that block? So, sorry.

I can answer that after your three minutes.

That's fine. Thank you. Um, but I do use that alleyway quite often. Um, that intersections be pretty busy going to the back of center point from the car wash. So, I do use that alleyway quite a bit. I've got a pretty long trailer that comes in and out every once in a while. Um, as well as like boats and visitors, stuff like that. A lot of them we choose to go that way just based on the alleyway is quite difficult to it's not difficult to go up but it is not maintained super well be kind of rough on trailers and stuff pulling it into that alley as it's a smoother transition going in and not having to block traffic like that is a big thing for me just be able to pull the backside and then not make sharp corners like that and pull right into salmon garage. So that's been a big thing for me. The alley has been used. I've been here for two and a half years now. And the alley was always used by previous owners, my neighbor. Um, and then also when Tyler was there, he used that for like timber and stuff like that. So, just was kind of curious on why it was getting closed down and whatnot. But I know it'll be me and my neighbor David use it quite often for getting trailers and out. It's easier for us to not walk through. But I don't need to use all three for that. But answer my question. That' be awesome. Okay. So, just to clarify, the public hearing for tonight.

Okay. And this particular one is to vacate this portion of the alley, which I'm understanding that you may be discussing down here. Is that correct? Yep. Okay. So, just to clarify, the public hearing is on this one. Y I just want to make sure there wasn't they weren't clean and shut that down too. That's my only access to my garage and my neighbor's house. So, okay. So when we're finished, if somebody would like me to clarify, there is an additional item on the agenda. You want me to clarify that in case Mr. Parker would like to say for a item later on the agenda? Please clarify. Okay. Um so we sent a letter which did you receive a letter?

Um I might need to call you guys update address. We went to center point address for mailing not post office anymore. So I've updated Ben County. Oh, okay. So, you didn't get the letter that we sent. Okay.

Okay. So, I will actually probably have our deputy clerk get you a copy of the letter that was sent to you. Um so further on the agenda which I wrote down is actually going to be um agenda item 2026 220 where there will be additional information shared this evening regarding the Wood Street right of way and East Jefferson which I believe is probably that alley that you are currently talking about correct and just to clarify the proposal that's on the agenda for tonight is not to vacate that portion but it will share information about the city's responsibility in terms of maintenance to that alley. Okay.

So, if you'd like to stay for that, you are more than welcome. Um, and then I'll also have Ryan get a a copy of that. Is that a public hearing or is that just talking about it right now? So, there is a resolution which was why I actually thought you were here because I thought that you would have received the letter during public input. So, I'm going to actually ask the council that when we come to that agenda item for this specific resolution if um Katon has questions since there was a misunderstanding that he would have permission to speak and hear part of the discussion, you would have to ask the council that. Yeah, that'd be awesome. So, as far as the vacation of whatever

the one that we're at 103, that's not your concern, right? It still is. It's just easier for trailers. Do I not have any studies for that one? It's not on my property. Well, you can provide input on it, of course. That's the one that's it's all grass, right?

It's all grass. Not us to maintain or gravel or any of that stuff. just easier to with no stop sign in there currently, which I know we've talked about that in the past, but just little safer for us to get the 28T trailer in there going the back way versus blocking traffic for who knows teenage kid not paying attention to that trailer. So, I've seen too many stupid things happen on that car already. So, yeah, I do have a concern about still, but obviously I want to make sure I got access to my shop. So, thank you.

Thank you. Do I have a motion to close the public hearing on proposed of South East Washington Avenue right away at 103 East Main Street? Make a motion to close public hearing number two for the vacation of the rightway at East Main.

I'll second the motion. All those in favor?

Opposed? Do I have a motion to open public hearing on the 2026 Orbana Public Library parking lot KGMA improvements project? I'll motion to open public hearing on the 2026 Surve Library parking lot HMA approved. Yes. Yes. Yes. Light. Yes. Johnson.

Yes. Public hearing is now open. We have no speakers signed in. Was there any call or No, there was no public um input via email or phone into the clerk's office regarding the library paving project. We have a motion to close the public hearing on 2026 over park.

I'll make a motion. hearing that second 648. Sorry, I just need to keep track of that. All those in favor of closing the area. Who? I'm sorry. Thank you. I do. Do I have a motion to open public hearing on the 30th Avenue HMA overlay project? I'll make a motion to open public hearing number four on the 30th A HMA over.

Yes. Johnson, actually Shane, my mouth is open. Um Shane, did you second that? Yeah. Okay. Excuse me. That's all right. Shane. Yes. Light. Excuse me. Johnson. Yes. Yuber. Yes. Bend.

Yes. We have no public input on the signing sheet. There was no public input or citizen request from 30th Avenue Overlay um via email or phone. Do I have a motion to close the public hearing on the 30th Avenue HD overlay project? Motion to close. Second. All those in favor of closing this hearing? I

I public hearings for staff reports.

Um I believe all the staff reports were written reports. I did do two requests in for uh the Benon County report and I did not get that in time. So as soon as I get that I will share it. I'll also put it on for the next agenda then so it's available to the public as well. The uh building inspector is present. Does he have any local verbal input? Everything's in the report. The city engineer is present. Does he have any verbal input? Moving on to new business.

I have a quick question. All the flags down there on South and Endeavor, is that for the sidewalk? Yeah. So, we've got a couple things going on. I don't know if you were down there, but we did get two calls today. So, the surveyors have been out, but I believe that the flags and the markings are utilities. It looks like um USA Communications maybe or are doing I think

requested but they wouldn't they don't like to request you know to plan and design things. It's just you know they don't like they locate for construction. So I mean it's good that they did that. I'm pretty sure they are because I got two phone calls today and I think it was sidewalk plan and design purposes of planning and designing, right? Yes. So, how long will they be there? I mean, are people homes supposed to let them sit for how many extended time or what's I will I will check on it tomorrow and make sure we can get a surveyor up here because we get into the spring and so on and so forth. So, yeah,

I'm glad you asked that question because I did not know they were there. I I think they just started like today maybe and yesterday afternoon because I did just get two calls verifying that it was likely utilities and if it was related to the sidewalk project and I told them that I was certain that it was likely related to the project and that the engineers were out had already been surveying and then the utilities I think were coming out and spraying and flagging the utilities. So what I'll check tomorrow on schedule to get up there to survey back out to those let Jennifer know so she can coordinate with people to say it's okay to get those

and just so you know they did not contact me ahead of time either. So otherwise I would have put it out on social media when Hall and Hall was here I put it out on social media that you would see them out doing that. So, I was unaware, but um I did feel the two calls. So, I would definitely put something out after Shane lets me know if that's perfect. Thank you.

No business. If I may add one thing, Carrie had to leave, but she did want to add that the uh library received an AED grant and plans to get that in the building um later this morning.

Thank you. I think they all just did the CPR and the ED training too, I believe. Will you ask so will Carrie be responsible for doing the like they have um quarterly checks or so we're kind of been coordinating coordinating that with Nate Johnson because we have the ones that the visioning committee had placed at I think both uh Casey's location. So he has done those quarterly checks. Um Ryan did you have any updates on that like Yeah. So Ryan, I think was replacing an order to get the new batteries and pads and stuff like that. So we'll make sure that that one probably gets on the same rotation. Perfect.

Thanks. Do I have a motion to perform the first reading of ordinance 151-1 chapter 155 for amending provisions pertaining to building codes?

So you are on new business A correct? Correct. I'll make a motion to approve the first reading ordinance uh 151 or 155-1. And I'll second yes. Yes. Hubert. Yes. Johnson. Yes. Light.

Yes. I'd make a motion to wave the second and the third reading of the building code 1551 on ordinance pertaining to building codes

yes yes

yes Yes. Bike. Yes. Second 13 has been waved. Do I have a motion to consider chapter vacation? Vacation and conveyance of a portion of South East Washington Avenue right away located at 103 East Main Street. Please read. I will make a motion to approve ordinance 1371 to vacate the portion of Southeast Watch AB right away located at 103 East Main Street.

First reading. First reading. Yeah. Thank you. Second. Yes. Hubert. Yes. Johnson. Yes. Life. Yes. Yes. First read pass. I have a motion. Make a motion to wait in the second third reading. Second.

I'll second. Oh, excuse me. Sorry. Hubert. Yes. Johnson, yes. Light, yes. Ben, yes. Asking, yes.

Second and third readings have been waved. Okay. And do I have a motion to consider resolution 2026 3 235 approving the award of the 2026 parking lot HMA improvement project. I'll motion to approve resolution 2026-235.

I'll second. Yes. Vaski. Yes. Yes. Yes. Legs. Yes. to approve. Do I have a motion consider resolution 20 26- 236 app to approve an award of the 30th Avenue H. I'll make a motion to consider resolution 2026-236. I'll second Huber,

yes. Johnson, yes. Yes. Ben, yes. Yes.

Resolution approved. A motion to consider the motion of the project planning committee to approve the recommendation for a tax increment financing application for 2020 for 2610 Ber Lane. So just to clarify that for the council, the project planning committee met and is recommending approval of the tax increment financing for a motion for a term of 7 years at 2610 Big Miller. uh rebate percentage at 75% of incremental taxes generated not to exceed 50 55,000 and the to fund council fees to be deducted from the initial rebate payments refund amounts and this is simply a motion to get us moving forward this is approval of the TIF application.

This is a motion to move forward with giving our bond council these recommendations for it. So once that's started, then I'll bring it back to you from Cy. from the bond council. I was just curious if we invited the applicant to the meeting or if he was aware of this meeting. No, I I don't believe that he he was aware that project planning committee was meeting and that their recommendation would be taken to council. So

once there is a decision, if we're moving forward, then yes, I will contact him based on I'm just curious. This is just a motion for right. I'll make a motion. Second, yes. Johnson, yes. Gmer, yes. Yes. Ben. Yes.

Motion is approved. Motion to consider resolution 2026- 20220 declaring no municipal utilities and discontinuing city maintenance of the portion of which reserson if I may. Um okay. So the the city in um kind of working through really my first time of doing a vacation of alleys or right ofways um I had requested this work started probably a little over a year ago where we were working at that time with Matt Johnson, city engineer um our public works um superintendent and I we worked on identifying so it kind of looks like this. I think I shared it via email. So, we worked on identifying um within the entire city, no utilities not maintained, and this would be alleyways or rightway public streets, no utilities but maintained by the city, utilities and not maintained and utilities and maintained. So, we have gone through and kind of identified all of those alleys within the city and thought that um after going through this once that we would start kind of determining where the city's going to continue to um maintain when there's no utilities there and it no longer serves purpose for the city. So from this um map, we then started a database so that we could start identifying which ones that we could potentially um identify as

no longer maintaining um from the city because there was two there were two residents that shared concerns regarding the um uh portion of Wood Street right ofway east of East Jefferson. person. Um I went further then to do some more research regarding that which looks to be the the right of way is graveled into like grass and does go around. Um, so this particular resolution is not to vacate the alley, but that I'm recommending to the council that because this is one of the alleys located that the city has no utilities, but is currently maintained in terms of probably snowplow. I'm recommending that we actually no longer maintain that and we'll actually we're bringing forward um probably at least three or four more yet here in the next month or so that the city has no utilities and we cannot really see foresee why we would continue to maintain that. Um so it can continue to be accessed for the two property owners. Um but the city would not maintain that. So the two property owners with the garage access from that

the two property owners their garagees use that alley right um can I speak so that for me it's just my shop in the back which is used every day um and then the next door that's actually has access to his house as well um he doesn't have a front access to his house though so he drives through that alley to park and then that's how he gets to his to his So straight, right? So we we plow it. It's a it's a blind alley basically. Yeah. But we're plowing it.

Yeah. Also, quick question. What are considered utilities? There is a manhole cover on that and powering on it. Um, the manhole is actually on South Washington

and that's for the storm store and um the city still has access to it. That's that's why they're not vacating uh either the alley north of uh 8 East Washington or vacating uh the portion that is under um consideration at this time.

Correct. So not a vacation. We're simply saying that the city will no longer maintain that in terms of um there's no public use for the city to do that or use city resources. It It's gravel. Um no, the front portion of it is gravel. I spent my own money grad. Did any of you guys have sports cars or little cars in here? you know, like have a sports car that's low or any stuff lower than average. I've had.

Okay. So, you understand it's difficult getting in out of like a steep angle driveway. So, I personally have one that I do drive in summertime. Um getting up that not maintained. There's mud. I like getting mud on my car. That's my fun car. Um as well as my boats and all the other stuff that comes out behind there. Um and then also getting that lip. It doesn't matter for a long time. So, one thing I was going to ask the city is just if we can put gravel towards the limb because it is very difficult getting out without hitting my bumper, my intercooler on my car. Um, having boat graphs fall out driveway. So, in consideration of that, I think it's uh it is our only access to our places, our residences. It gets sworn out very easily with rain with the lack of what's currently there. Uh, one thing I did discuss with Trent was the maintenance of the right away of East Jefferson. If the if that concrete gets eroded, it'll get thunder undercut and then we have a maintenance problem there. So that's why they are making sure that that lip doesn't get uh carved out if you will

at the edge of the at the edge of the concrete because we we can't let the right away souththeast Jefferson uh go downhill. That has to be maintained.

It's pretty carved out right now. Just tire tracks that we go in under quite a bit. So they'll they'll keep an eye on anything that gets eroded there so that it doesn't affect the concrete roadway. What was the reason we decided not to vacate it? I don't remember that.

Um, well, I don't think we we would want to vacate it because we would then still need our utility easement if necessary. So, we figure I believe it's called a class B or a level B, not maintained is what we would call the road. Um, I understand obviously in our research we understand that it's being used as kind of a private driveway for two residents, but city resources are not necessarily responsible for maintaining personal driveways. Um, and again, this was simply brought up and identifying this now and just saying that the city doesn't need to maintain that at the same time that we're doing this with the actual vacation I feel is appropriate and which then furthered our database to move forward and doing a couple more of these um uh basically no utilities and discontinuing city maintenance on the ones that we'll identify here which I believe the color is yellow that I shared with you in the database.

There's there's two other

um no uh so if there's no utilities and we're currently maintaining it which are yellow on the map those are the ones that we are currently looking at potentially moving to a level B. And it's my understanding this hasn't really been done in the city. So the city just continues to do it because they've always done it and I don't believe that that's the best use of city resources. Yeah. I I could not find any evidence to why we started plowing it other than um a mystery. evening was a council member way way back and perhaps someone was kind enough to start plowing it for him. and uh the prior both of the prior uh public superintendants directors are are now deceased. So we only we only have evidence going back uh approximately 23 years as knowledge and it was passed to him that way. Is the manhole is that in the alleyway?

The the manhole is actually back on uh south west south east Washington's rightway. Uh, from what I could dig up, uh, it was that storm sore was placed in anticipation of lots being filled and Washington being played being paid back in there. Um there is a lot on the east side of west or east side of east Washington

I believe this is this one here the manhole I believe that you're just it's in east Washington yes so it's here which is also part of this alley which we are not vacating so we're simply proposing that there is no longer maintenance of correct this particular area. So it's something that we don't actually need access to. We we do not need access at this time.

Um if we actually did need to get back there, the right of ways that we have allow us access. Um, we are not planning on vacating the east portion of East Wood Street because there's a lot back there that could be built on and if that comes to pass then through and starting that Yeah. There's something that we need access to that should we have both

on both ends actually prior to that. Okay.

Okay. And there's a pretty big group of trees. Okay. So if we did elect to punch it through Washington, we'd have to take out that trees. Are there any like uh you have a how they build your house? No, because it's it's vacated because it's vacated because it has a sidewalk and it's curved on one end.

So again, like you'll see here, the ones that are identified that are uh there's two shades of yellow, a certain shade of yellow. Those will be the ones that we'll be looking at here in the next month or two that we'll be bringing forward to do the sighting process. um this one just because we had specifically done the research for this one. We're going to go ahead and do that at this meeting. But this would be the information which is identified already the other alleyways or rightways within the city that we are looking to. Just as a side note, there was vacation of part of the east end of Wood Street because the houses were sitting on literally on the edge of the rightway. And so they vacated approximately 7 ft to give the house room. So that that's also pretty old. old maps. So, the the actual drawing there doesn't reflect the the little uh jog that that's on either side of the wood.

That's correct. We we did look at that map and I apologize. This was the one that we just got off the beacon and I tried to highlight it for the thing and then I left it right here and forgot to make copies. So, I do apologize about that. But, this one would be just from the beacon. It's not from the map that you're talking about, which does show the

the houses we basically kind of didn't have any room to the right way at all. So, the city gave them a little more room there, but it's Do we need to I know that we had three minutes for public input, but that That was probably a lot for the resident to digest. Do we need to open it up for questions to them since they just got the letter tonight? We talked about it tonight.

Have a motion to have public input for I'll make a motion. I second. Okay. Motion public input. Johnson. Baski. Yes. Johnson. Yes. Yes. Yes. Light. Yes. We have a motion and approve to have a public hearing. Public input. Public input.

Public input. Excuse me. I'll stay here. Um yeah, say the that alleyway with it now being the only access now to my garage. Um the other one being vacated. Um say that the curb is a big issue. Um coming in now with not having maintenance there. Also is any of you guys lived in a house where you have crowds on both sides, alleyway shoots in the middle of that and you guys are own place like that. So I would say this would be no different situation as someone having house in the front, garage in the back, alleyway that gets to their garage and the cities do come that eventually. He understands. Um so that's I would say this is a not really any different situation in that matter with you're still piling those whether it's at the end or whatever. No big deal to me, but you're still maintaining those every once in a while filling potholes when they need it and keep it from eroding and all that stuff. So, I would say this is there are two. I would say it's like a single residence. I don't know if there's any place in this city that has a shared driveway, which I would not consider that like a shared driveway coming off of the main drain. Um, that would be my biggest input is there. No, it's not the country. There's no shared driveway. We're both splitting gravel. Throw it in every two, three years, whatever. And the maintenance required on that road, I would say, is a once in five year. Cost less than $500 to lay some fresh gravel down and things like that. It's uh the time that you guys take to plow that is about I don't know 7 minutes you calculate the fuel for the winter time for maintenance. So how much it truly costs for every time they show up there. Usually it's just one time. So I would say if you keep that in consideration that would be awesome. How much it truly cost to it gets pretty dirty over there in winter time. So that require me to either break my backs or buy a bigger tractor or more to get that snow out of the way. So I would greatly appreciate if you please maintain that still. I know it's at the end I'm not asking for any special

treatment just the normal road maintenance city. That's all I'm asking for. So

have we put any gravel on that and how? Yes. So, we will put gravel there at the opening of the alley or right away. Um, and we will continue to watch, which is I believe what mayor was saying that the lip portion we will continue to watch that because we do that for all the cities whether it's maintained, not maintained. If we do notice that there's some kind of maintenance that needs to be done at the lip of an alley, we would take care of that. Um, and just to be clear, I'm sorry, but I you mentioned about getting into your driveway, correct? That would be to get back in the garage because then we just vacate.

Okay. And just to be clear though, you you do have a driveway where you would park a car. You're talking about access to the structural building on the back side of your lot. Is that right? I keep two vehicles. And I always like the dress and stuff get even with my truck which is a F250 four-wheel drive. I still have a hard time getting around that corner if it's not. So is that you is it paved? Do you have your driveway paved off of that in the back? Yeah.

No, I just laid down gravel. Um I think I asked the city when I first moved in if they could extend that gravel down to the trees to the trees. Um and nothing ever happened with that. So I end up bringing gravel down from in front of my garage all the way up connecting to the alleyway. So that way it gets very muddy there with that with that storm grain being there with heavy rain. It gets very muddy around that corner. Um and then you lost standing water in that area. So that's why the ground to keep it there. He did request he did request gravel to gravel that portion. Um I believe we did not do that. Yeah. I'm not asking.

We did not because it we have to make sure when we spend the city resources that it's something that is used that we would do that because the city needs access to get to that or the city would need that maintained or would serve the purpose of the gravel. So there was not gravel placed all the way down the alley, excuse me, the driveway.

I think it was part of the reason that house was vacated for a long time and I purchased it back in 23. So I understand not taking priority to bring gravel down to that place. So and it looked like there had been some in the past maybe and it kind of rode away at that point but um they spent a lot of money to do that and ran around just to keep vehicles somewhat clean and not have that much railro main roads all out. I guess I have a question. He's you don't want to vacate it, but if he's putting money into it to keep it nice and then you get a lot behind there wants to build a house and then you go open that street or you go to pay him back for all the rocks and stuff he put in because you had no maintenance from from a uh road maintenance standard. point. It would actually have to be constructed as a road.

And if they build a house back there, wouldn't it be a road? Well, like I said, if there's a lot back there you talk like they might build a house on there. There's there is a lot back there. And if they built a house, then that would have to be taken into consideration about the condition. Have access. the lot has access. It is being referenced that lot does have access.

I from from a purely pragmatic standpoint, u anything that a homeowner does on a rightway that's adjacent to their property is typically done for their own pleasure. Granted, some people have built sheds on the right way, but uh without somebody uh having it removed then so I I would not make any permanent improvements on right away that I was maintaining. But the man bought a house that had a an alley there and boldly maintained by the city. And now you say, "No, we're not going to do that anymore. That doesn't seem right to me." The the point was that um I was asked about it and then we asked the engineer whether there was any reason for utilities that we had. We have no utilities that we need to access there. I asked the public works director what we did to maintain that and he said that we maintained the uh segment that is also part of the rightway on uh East Jefferson so that we don't have a problem there on East Jefferson and they plowed it and

And I asked,"Well, why did they plow it?" And he said, "I don't know. Why did we start plowing it?" He didn't know. Absolutely. Why do we keep plowing it? Well, I I am of the opinion, and I think we could we could probably wrap this up, that it we could just be tain. We could continue to do what we're doing now. It's not hurting anybody or anything to my knowledge. I don't know. If there's a concern about spending money on every so often, I don't know how much, like I said, could be a ton of money over the course of a few years. Um, the reason we probably do it is because

ton of money over multiple lots. So, we're we're yes, we're talking about the alleyway for this particular one, but we're actually doing this process for more than one that's currently being maintained. that should probably no longer be maintained. So I understand you're saying this cost should it be according to who? According to the research that the city's done. Well, that's what I'm saying is I think it's you're asking us to make a decision on it. We have we have two households that use that pretty regularly driveway. It's city owned rightway. Correct.

Right. Only being served for the purp I what you're saying. I mean these homeowners have been using it for years. They've gotten used to it being maintained. don't need access to this man's shop. His neighbor doesn't have a front driveway and now you're going to take that maintenance away. I I I don't think we should take it away.

The other ones that you're referencing, are they the exact same scenario where there's access to their property, the potentially the only access to their property? I mean, in this scenario, I I have to agree. I don't know what the other scenarios are if it's the same type of thing, but I think it's almost we need to look at it by a case by case basis. Yeah. We're only dealing with this specific one right now. Correct.

Right. Yeah. Okay. So, I'm just going to clarify then. Um, the city council before we leave tonight needs to also then possibly identify what you're considering as maintenance that you would like to have maintained on this because right now the city sees no purpose for us to gravel or plow all of that, which is what I showed you. Um, other than just the gravel that would go on the lip of that. So, I think if if we're not going to do that, then the city's going to also probably the council will need to identify then what maintenance it is that you are wanting to maintain there because I I'm saying the reason why it was brought in a resolution because putting gravel down for this area or continuing to plow that if they wish to do that, I think that's their business to use it that way, but I don't believe it's the city's responsibility to do that, to put gravel down all the way just because he uses it as a shed.

So, we plow and put gravel on all the alleys. Um, we have the Are we closing the public input? because I'm confused also by that that I thought that we were giving Katon Parker input because he is the resident there. Not that we were opening up for everyone to discuss that. I think if we're going to allow that Keith Parker, but it's not public input, I don't believe for everyone else. Yeah, it's not really for everybody.

It's not really a Q&A, I don't think, at this point. We've got the input. Um, if you want to answer the question, I would say we could close this public close.

I'll make a motion to close public. I'll second. All those in favor? I So, we've currently just been maintaining at at the street. Is that We're only applying gravel at the li where the street meets the gravel. We haven't been adding gravel to anything beyond that. Is that true?

No. I believe that it the last time that was requested would have been last year probably when Katon Parker moved in. I think you requested that we gravel further down the rightway and we did not. Um the but yes, the street that continues the gravel will still be placed at the street just like it would at the other alleyways.

I think uh a lot of like what said I think this is going to be a case byase situation. Um, obviously we have two on this one. Maybe we have one on another one, three on another one. I'm not, you know, I I didn't really get and that's my I apologize, but I didn't really get into the details of the map. So maybe my suggestion is maybe we table it. Do we have any discussion about it? Being able to look back, find out picture just my discussion discussion from Did you motion that?

No, I have not. That's I'm just making discussion. But that's my opinion. I think it's there's definitely going to be a case by case situation on these. That would be my input. Do we have a motion to table the resolution 2026 through 22 at future time next meeting or indefinite if we table it you're you're thinking get a better understanding of the other other way

is that what do you think about that Jennifer is that something we My personal thought is if we're if we're going to deal with this on a case by case basis then we are at case number one. So then what case number two would be presented? So just from my standpoint in the clerk's office if we're tableabling it I just need to know the direction that I need to go. Are we tableabling it because we don't have enough information? Are we tableabling it because we don't know what level of maintenance we're going to maintain? Are we tableabling it because you want to know exactly the amount that the city's spending to currently maintain that?

I I would Yes. I would say for one we we you know we need to understand what we want to maintain, how we want to do it because it's going to be case by case. Is it just plowing? Is it repaving? Is it steel coating? Is it you know what is it? Uh you know how many are there? I think there's multiple things we got to figure out. That's just my opinion. Yeah, I agree with that. I had to take it one step further. I think the other piece, Jim, that you just mentioned and the amount like the other cases like I understand this is case number one, but I don't want to set a precedence with case number one and find out case number two, three, four,

are all the same and now we're starting to add up just like you were saying. So, um I guess I'll motion to table till the next meeting and the council needs to find out the information around the other cases compared to this case and get additional information on what the cost is to maintain and what that maintenance would look like. Second motion.

Basker. Yes. Pedro. Yes. Yes. Johnson. Yes.

Yes. table. Resolution 2026 2020 is tabled until the next council meeting. Consider resolution 2026 230 approving job description of the seasonal part employee. Do I have a motion to consider package? I will make a motion to approve the job description for seasonal parttime goal 2026-230. I'll second.

Yes. Right. Yes. Johnson. Yes. Yes.

Yes. Motion to consider resolution 2026 through 27 approving the hiring of a seasonal part-time home. I will make a motion to approve resolution 2026-227 approving the hiring of seasonal parting employees. I'll second Vaski. Yes. Light.

Yes. Yes. Johnson. Yes. Vendle. Yes. I have a motion to open discussion on the building department updated permits and handouts and consider resolution for approval.

Actually, there's no resolution tonight for approval. My suggestion there is that we let Doug kind of share his proposal of the permits and handouts that he's been working on for several months and that we um take I created a binder for each of the council members with the updated forms in here. So, I my proposal would be that you Doug would be able to share um the information that we have in here tonight and that you guys have the two weeks with the binder to review it and make any updates that you could potentially send to the clerk's office that you would have recommendations for. So, my proposal would be then that we would bring a resolution to the April 20th meeting. And with that, if you're okay with me kind of turning it over to Doug.

So you guys all got the memo from the building department. Have you had a chance to read through that? Actually, can I pause just for one second? I think you started a Do you have a motion for to open the discussion? I I have not received I'll make a motion to open. Okay, I'll second it. Yes. Basky. Yes. Bend. Yes. Light. Yes. Gotcha. Yes. Thank you. Sorry about that.

That's all right. So the memo is basically, you know, for at least three to four months, we've been going through the the old current paperwork that's available for everybody to actually apply for permits, which is minimal. Yeah.

So the the information that I get is there's certain aspects of it. But I don't even know what I'm inspecting until I get there. So, this is kind of revamping the systems. Building permit procedures dated 2013. Zoning paper online, they're dated at 2009. City ordinances were 2013. PNZ docs are 1997. So, obviously things need to be brought up current. Uh and as you flip through the uh proposed new documents, forms, evaluations. I mean, you look at the line, there's a lot of them that will assist with the documentation that will help me better inspect what's going on in the city and handouts that will help the community understand the process and know what they need to provide for the inspector. So, that's kind of where we're headed with this. We've been we have spent the last three or four months really trying to hammer this in. There's some other forms that I'd like to present, but for now, this is what we've got and like move forward with that. If you the second page, we we put together a fee structure. This isn't something that we're trying to do.

That might be a faculty binder that looks similar to this, which would be replacing the current fee structure of the old permit. and we've kind of tried to capture why we're doing that. Um, so just a little bit with this one. So I'll kind of I put this together based on the information that Dev's been sharing with me and based on the older version of the permit structure that we have. So this would be I think it's in the back. Was it? Okay.

Um, what this is intended to be is not just a new fee structure but also kind of almost like a flowchart. So, I think the biggest thing that um Doug kept bringing to the city was I just don't have enough information. You know, they're they aren't giving me enough information of even what their project is. Sometimes, you know, they're building a shed that later looks like a house and all he had was a handketch document. So um so by updating the residential permit application through this process, one of the other things that we were really cognizant of was that this wasn't ne necessarily increasing our fee structure so much or to increase the price of permits but be able to give more background and updated information that follows the code. So obviously tonight approving and updating our building code to 2024, right? Um but moving some of these things into based on square footage. Uh some is when we hand someone a residential permit, they also then get something that's got uh submittal information on it. So it goes through a lot of information that a new homeowner or new construction would need to have. Um, we also then worked with the public works department to with Doug and public works to look at the residential water service and create an information packet and update that. Um, being able to provide a residential smoke and carbon monoxide alarm handout. There were just several things in there. Um, the state permit is handled through electrical, but we realized that there there were sometimes certain things that were coming in because Doug has been here almost a year now, right? Almost a full year, a little over a year. Um, so although he may not be doing the plumbing, he still needs to have them fill out fill out a permit. We still need to know the extent of the work

that's going to happen. Um, so like Doug had said, the ones that we got out right away that we mainly focused on were ones that could start his season, which this is going to be peak season for him with building permits, um, deck permits, fences, uh, garage shed, which we've pretty much gotten all of those within the last week, I think, actually. Um, and some of this, as you know, Doug does work full-time at Hayawata, so that's been an incredible resource for him and for us because they are more up to speed on things, I think, than we are. Um but it really gave us kind of a framework for information and I really believe after going through this process the last three to four months it's really um the process to make it go smoother but most importantly it's getting the building inspector the amount of information that he needs and um unfortunately we have had you know things that come in that maybe are inspected and not approved and that possibly wouldn't have happened if the resident or the contractor maybe was provided a little bit more information. Um, so that's kind of the purpose of this,

would you say? Yeah.

Um, there are a couple things in here. Um, I did include a demo permit uh in here. It's not necessarily on the list because that kind of came in last minute. The city has no demo permit whatsoever. So again, um the purpose of this is really to just provide you all with an opportunity to go more in depth in detail to look at these um from the standpoint of in in my eyes, our professional has gone through and then he has given it to me and I tried to edit it. We had um our deputy clerk look to edit it. We've had the public works department edit the areas that we needed to. So, I feel like these are to a point where we're at a review for the council to do that. And then I think you wanted to explain something that you had on page two of your memo before.

Yep. Just just to give an example of the fee structure of prior it was all broke down in dollar amounts based on if we're doing a garage, it's this much money. If it's over 3,000 square foot, you add this much money. So the current fee structure we based a 1638T house. The permit application was 425 for building and the new construction fee fee was 200. The new water and sewer permits are now at 300 each. So for that particular house in the example is $1,225 for that permit. So, the new structure is based on

which that's my house. I know you probably can't move it for that amount, which wasn't really the purpose of the um exercise when you might be looking at square footage and be like, I'm building a house at 204,000 in that square footage. But for number purposes, we were just trying to demonstrate the the two.

It's it's definitely not to create a big revenue for the city. That was not the intent at all. It was just to streamline it. It's all based on the ICC current evaluations of 2026. Goes right along with our 2026 uh codes and forms that we just voted on. So with the new ICC, you got a valuation of the first 100,000 in the the table. You'll see the fee table. It breaks it down. That cost is $250. And then every additional $1,000 above a 100 is $4 per thousand brings that to 416. Then you got your water sewer 300 each. Brings your permit for the same house at 1266. So we're talking about peach peanuts and it and it it just streamlines everything. It gets rid of all the rest and puts it on two pieces of paper.

It also gives a consistent process as we've had to go back now through a couple building permits. There are certain things that maybe would have been approved um that maybe should not have been approved or were approved at an incorrect price for a permit. Um this kind of takes all that subjectivity I believe out of it and provides a very detailed there when a permit comes in. It also then allows um the building inspector to work from his residential permit fee worksheet for residential that would be for office purposes. He also has one now for commercial that would then be turned in with the permit so that we have something physical that's getting turned in and and shows exactly how the permit's been calculated which was not something that we previously had.

So question on the this example so if it's a most new builds are in the 350ish range right generally. So that if we did this math, you're talking significantly more than this, right? It's all it's all based on valuation. Correct. So, I think that just for an example of today's market home build is probably closer to right uh two 2,000 if you're talking just just just to give you some just so it's clear that it's right before right number

right like my my current the reason why we use mine for the 200 is because you're right like now the valuation of my property what it's valued at is not the same that the valuation of what the contractor would have built it at. So, um, so that's what it's based on is actual contract valuation of what? Yes. Not necessarily what you're buying it for.

It's cost of say they're building a deck, materials, labor. That's the valuation he's going to give me. I go to the table. I base the court. Yes. The big thing is you'll probably see the erosion control one. Everybody knows SW that builds. They all are supposed to follow guidelines. Silk socks protecting their the the sediment runoff. Um that was huge for me. So, uh, keeping the complaints to a minimum. People dragging mud out on the street, running down the storm sewer, then Trent's chewing on me because now the city's got to clean that up. So, I'm

which we didn't currently have that in. Didn't have that information. If you guys, you'll notice the form in there. It spells out exactly what the SWIP calls out for. And they all know that they're supposed to follow it. This hasn't been enforced. That is why I emailed you last year about that.

Oh yeah. Yep. Because I work construction. So Yep. Everybody knows GP2. Everybody's got they know it. So seriously, email whatever if you guys have any questions on anything. more than happy to

I think to make that more simple too what I might actually do is if it's okay with the council I think I'll put do a VCC in the council for everyone to do a reply all that as you look at those things if you find things that you have an edit or a question about we'll just keep the one thread going I'll have Doug on that too so that we can kind of do a list that way he's only in here after 4 o'clock I can have things prepared for him or things that he'll be able to look at and review and hopefully get questions back out to you guys before the 20th. So, um that's where I was just kind of like trying to think about is it best to do it in a work session, but I feel like giving these to you and just giving you time to actually digest it rather than going through every permit in a public meeting at least during the two weeks, it gives you a little bit of time then to come back so that we can if that works. Do we capture um how do we capture data like like electronically so we can the forms come in probably handwritten most times right? Do we do we do we enter this into a system of sorts too

that's something we need to evolve into. It's going to require you guys to uh put some money forward to get a system that's actually everything. They walk in and fill something out the counter. I visibly take that paper and I enter into the system all based on addresses. So and every jurisdiction around here is on the 2026 codes. It's just something everybody needs to get right up to speed on.

Cool. Thank you. Thanks, guys. Nobody has any other questions. A motion to second.

I'll just raise my hand cuz I know we sound like uh Well, we had a motion and a second to bring this forward on the April 20th. And we didn't get to the vote. We didn't have a resolution. What do we do? No, no. It It's a discussion and I thought a motion to bring it on the 20th. Oh, I didn't make the motion. I'm sorry. That's probably my fault. I said I would bring a resolution on the 20th. So, I guess we have the motion to bring it on the 20th.

I don't know that we need that. I don't think so. Okay. Well, then cancel the motion and second that I have on Okay. Do do I have a motion to adjurnn? A motion to adjurnn. I'll second all those in favor.

Meeting is thank How many minutes? You're probably ready. So water you